Privacy Policy

1. Purpose

The Big Sur Marathon Foundation (“BSMF”) is a 501(c)3 non-profit organization that creates beautiful running events, including the Big Sur International Marathon and the Monterey Bay Half Marathon, and youth fitness programs including the Palo Corona Cross-Country Trail and future meets and events at Palo Corona Regional Park. BSMF understands that the privacy and confidentiality of personal information it receives in connection with these events, from race participants, those donating to support our efforts, and others, is important and must be protected. This Privacy Policy describes BSMF’s data practices relating to such information, and it describes how you can manage and control the data you share with BSMF. This Privacy Policy also explains BSMF’s practices relating to general data that may be gathered from your use of its websites (“aggregated data”).

Please be advised that the practices described in this Privacy Policy apply only to information gathered or received by BSMF. This Privacy Policy is not intended to apply to any third party company that BSMF contracts with for race registration, such as HakuSports.com, or companies that BSMF contracts with to raise funds for these projects, like PayPal. Likewise, this Privacy Policy does not apply to any third parties with links on our websites, nor to any vendors, sponsors, partners, affiliates, or social networking sites. Please review the separate privacy policies of those third party companies regarding their respective data practices. BSMF is not responsible for the data practices or policies of its affiliates, partners, or other third parties.

2. Questions Regarding this Policy

If you have any questions or requests relating to this Privacy Policy, please contact the Registrar via email at info@bsim.org or call 831.625.6226 during normal business hours (9:00 a.m. to 5:00 p.m. Pacific Time Monday through Friday). You may also send a letter to:

The Big Sur Marathon Foundation, Inc.
26617 Carmel Center Place
Carmel, CA 93923

For the purposes of the EU General Data Protection Regulation 2016/679 (the “GDPR”) the data controller is The Big Sur Marathon Foundation, Inc., which maintains an office at the above-listed address.

3. Information Collected from Race Registrants

BSMF does not facilitate the collection of data from race registrants, but rather has partnered with haku App Corporation, Inc. (“haku”) to register you for BSMF events. During the registration process haku obtains personally identifiable information about you, which may include your first and last name, your home or other physical address, your e-mail address, date of birth, telephone number, age, gender, t-shirt size, household income, education, and profession, as well as some credit card information. Haku shares registration data it collects from race registrants with BSMF, and all personal information received by BSMF is used and maintained in accordance with this Privacy Policy. Please note that haku is a third party company that operates independently from BSMF and maintains its own privacy and security policies. Please consult haku’s privacy policy for information regarding its data collection and use policies (available at https://hakusports.com/legal/#privacy).

4. Use of Personal Information

BSMF uses your information only for lawful business purposes, as described below.

Race Operations

When you register for a race (via haku), you are consenting to BSMF’s use of certain personal information for purposes that are necessary for your participation in the race, including the following:

• We generate bib numbers which contain personal information, such as your name, age, gender, assigned race number, t-shirt size, start wave and corral assignment, and other information necessary for race operations.
• Basic entrant information (name, address, gender, age, etc.) is transferred to a timing system for use in tracking (via electronic chip) runners and recording the results.

Email Communications

BSMF also uses your name (first and last) and email address to communicate important race information and directions, and additional information that we believe will facilitate success on race day. This may include links to training opportunities and other resources and products from outside vendors. Your information is not shared with these outside vendors, unless otherwise specified below.

We also maintain email communication with race participants, sponsors, donors, and other contacts to share information regarding future race events and other opportunities that we believe may be of interest to our race community. You may “opt out” of these communications at any time by clicking the “Unsubscribe” option on the email or by sending an email to info@bsim.org.

Information Sharing

BSMF also shares some of the personal information it receives from you, as described below. Please note that we will not share personal information relating to individuals based in the EU unless you have provided your opt-in consent. For non-EU race registrants, BSMF reserves the right to share your information as follows unless you opt out in accordance with Section 7 below:

• BSMF provides finisher data (name, address, and email) to MarathonFoto, the official marathon photographer, for the one-time purpose of emailing a finisher photo proof for consideration with no obligation to purchase.
• Event results, which include the participant’s name, city, age, gender, and finishing time, are posted on the Internet and will be forwarded to the Boston Athletic Association for those runners whose times qualify for the Boston Marathon.
• Once a year, we may provide your email address and zip code to RunningUSA in order to participate in the National Runner Survey project. Survey respondents are anonymous and the results provide BSMF with valuable information used for planning and marketing.
• Names and addresses of marathon runners living outside of the Monterey Peninsula but within the continental U.S may be given to the Monterey County Herald for the mailing of newspapers covering race weekend.

BSMF does not sell, rent, or provide your non-public personal information to anyone other than as stated above. Unless required by subpoena or other court order, BSMF will not disclose or share your personally identifiable information with any individual, organization, company, or non-affiliated third party. BSMF may, however, at its sole discretion, share statistical data with race sponsors or media agencies. This statistical data does not include personally identifiable information about any individual and is used for quantitative purposes only.

5. Use of Aggregated Data

BSMF may monitor aggregated data regarding use of its websites, including bigsurmarathon.org, montereybayhalfmarathon.org, runinthenameoflove.org, and salinasvalleyhalfmarathon.org (hereafter collectively referred to as the “Sites”) for lawful business marketing purposes, and to improve and promote use of the Sites. In connection with such purposes, BSMF may share aggregated data with third parties collectively and in an anonymous way. Disclosure of aggregated data does not reveal personal information about individual users in any way that identifies who they are or how to contact them.

To enable features on the Sites, BSMF may assign one or more “cookies” to your Internet browser. Cookies, among other things, speed navigation through our Sites, keep track of information so that you do not have to re-enter it each time you visit our Sites, and may provide you with customized content. A cookie is an Internet mechanism composed of a small text file containing a unique identification number that permits a web server to send small pieces of information or text by means of your browser and place them on your computer’s hard drive for storage. This text lets the web server know if you have previously visited the web page. Cookies do not provide the identity or personal information of any user.

We may use cookies to collect and maintain aggregated data (such as the number of visitors to the Sites) to help us see which areas are most popular with our users and improve and update the content on our Sites. We do not connect aggregated data to any name, address, or other identifying personal information.

You may occasionally receive cookies from unaffiliated companies or organizations, to the extent they place advertising on our Sites or are linked to the Sites. These third-party cookies may collect information about you when you ”click” on their advertising or content or link. This practice is standard in the Internet industry. Because of the way in which the Internet operates, we cannot control collection of this information by these third parties, and these cookies are not subject to this Privacy Policy.

6. Your Consent to this Privacy Policy

Use of our Sites or registration for one of our events signifies your consent to use of your personal information as described in this Privacy Policy, individually or on behalf of the company for whom you use the Sites and whose information you submit (if any).

BSMF reserves the right to modify or amend the terms of its Privacy Policy from time to time without notice. Your continued use of the Sites following the posting of changes to these terms will mean that you accept those changes.

7. Withdrawing Consent to Use

If, at any time, you wish to withdraw your consent to BSMF’s use of your personal information in the manner disclosed in this Privacy Policy or on the Sites, you can “opt out” by simply sending an email to info@bsim.org. As noted above, there are also options to opt out of email communications by clicking the “unsubscribe” button at the bottom of our email communication to you.

8. Storing of Your Personal Information

BSMF will store your personal information for as long as is reasonably necessary for the purposes for which it was collected, as explained in this Privacy Policy. Where your information is no longer needed, BSMF will ensure that it is disposed of in a secure manner. In some circumstances, BSMF may store your personal information for longer periods of time, for instance where we are required to do so in accordance with legal, regulatory, tax, or accounting requirements, or where there is an actual or anticipated litigation hold relating to the personal information.

BSMF has implemented and maintains appropriate technical and organizational security measures and procedures to protect the personal information BSMF receives in connection with its family of running events. Please note that the security of your personal information depends in part on the security of the computer or other device you use to access our Sites and to communicate with us, and also upon the security measures you use to protect associated usernames and passwords.

9. Privacy Rights Specific to European Union Residents

If you are based in the EU, you have rights under the GDPR in relation to your personal information, in certain circumstances.

• You may have the right to request access to any personal information BSMF holds about you, as well as related information, including: the purposes for processing the personal information, the recipients or categories of recipients with whom the personal information has been shared (where possible), the period for which the personal information will be stored, the source of the personal information, and the existence of any automated decision making.
• You may have the right to obtain, without undue delay, the rectification of any inaccurate personal information BSMF holds about you.
• You may have the right to request that personal information held about you by BSMF is deleted.
• You may have the right to prevent or restrict processing of your personal information by BSMF.
• You may have the right to request transfer of personal information from BSMF directly to a third party where this is technically feasible.
• If you believe BSMF has not complied with its obligations under this Privacy Policy or the GDPR, you have the right to make a complaint to an EU Data Protection Authority, such as the UK Information Commissioner’s Office.